Clause No. 2 : Registration of Vendors:
2.1 Registration:-
All new Suppliers shall get themselves registered by paying non-refundable Registration Fees, as detailed below, to Gujarat Energy Transmission Corporation Limited with Vendor Registration Application Form and all relevant documents. The Vendor Registration for non-Engineering items like stationery, uniforms etc, as per Annexure - I (attached herewith) is not required. While for other items, Vendor Registration is compulsory for the Bidders to participate in the Tender
2.1.1 For factory within the Gujarat State.
2.1.1.1 Rs. 15,000/- for Micro and Small Industries.
2.1.1.2 Rs. 25,000/- for all other category of Industries.
2.1.2 For factory within the Country but out of Gujarat State.
2.1.2.1 Rs. 50,000/- for Micro and Small Industries.
2.1.2.2 Rs. 75,000/- for all other category of Industries.
2.1.3 Out of Country: $ 5,000 USD. To be remitted by the prospective Vendor through SWIFT (Purchaser to give Bank Account details)
2.1.4 For Re-Registration of already registered Vendor, the Vendor has to pay 50% of the Vendor Registration fees towards registration charges, provided the Vendor has successfully executed Purchase order in GUVNL or its any subsidiary Companies within two years before the date of expiry of existing Vendor registration, as otherwise, it will be as per regular Registration charges.
2.1.5 In case of multiple manufacturing locations of Vendor, fees shall be paid for each location.
2.1.6 Vendor Registration shall be issued on manufacturing unit-wise of the firm.
2.1.7 The Registration Charge shall be reviewed every three years.
2.1.8 Registration Charge shall be non-refundable even if registration is denied.
2.1.9 Payment of registration fees does not guarantee the registration as approved vendor.
2.1.10 Period: The registration is valid for five years from the date of Vendor Registration. The subsidiary Companies of GUVNL shall inspect the factories every two years, if required.
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2.2 Existing Registered Vendor:-
2.2.1 The registration of existing Vendors of GUVNL & its subsidiary Companies would continue for the period prescribed in the Vendor Registration Order. Upon expiry of the validity period, the Firm shall re-register themselves by following the prescribed procedure, as stipulated herein below. Existing Vendor should apply for re-registration at least two months before the date of expiry of their existing registration. If, firm has not applied for re-registration before two months from the date of expiry of their existing registration but applied prior to the date of publication of Tender in the Newspaper, in such case the Company reserves the right to consider or not to consider their bid at its sole discretion.
However, the Price Bid of such Vendor will be opened provided the firm is Registered Vendor on the date of opening of Price Bid.
2.2.2 In case, the registered vendor desires to add new item/(s) of lower capacity of relevant Indian Standard in their existing vendor registration certificate of higher capacity, the vendor has to pay Rs. 1000/- as registration charges and submit application along with following documents.
The applicability of vendor registration period shall be as per existing vendor registration for all items. Company may waive the inspection of factory premises, if deem fit.
2.2.2.1 Type test report for each rating/size of item/(s) to be registered not older than 7 years.
2.2.2.2 ISI/ BIS/ International Licenses, if applicable.
2.2.3 In case, the registered vendor desires to add new item/(s) of higher capacity of relevant Indian Standard in their existing vendor registration certificate of lower capacity, the vendor has to pay 50% of the Vendor Registration fees towards registration charges and submit application along with following documents.
The vendor registration period shall be as per existing vendor registration for all items. The inspection of factory premises shall be carried out as per procedures of new application.
2.2.3.1 Type test report for each rating/size of item/(s) to be registered not older than 7 years.
2.2.3.2 ISI/ BIS/ International Licenses, if applicable.
2.2.3.3 List of Plant & Machineries.
2.2.3.4 List of testing equipment.
2.3 Guidelines for Vendor Registration / Re-registration:-
2.3.1 The Vendor Registration / Re-Registration Application Form duly filled in with requisite Registration Fees and relevant documents such as all type Test Reports from the factory location sought for, as per relevant IS / IEC Specifications conducted at NABL accredited Laboratory not older than Seven Years and other documents as per Annexure – II (attached herewith) shall be submitted to the concerned Company. Incomplete application along with all documents shall be returned within 07 calendar days on receipt of the application with reasons for such rejection highlighting the list of incomplete documents / information. Thereafter, if firm does not re-submit his application along with complete required documents within seven calendar days from the date of receipt of rejection, then the application submitted earlier for Registration will be treated as rejected and disposed off.
2.3.2 If deficiencies are found on factory inspection, the application shall be returned with highlighting such deficiencies immediately within Seven days. Thereafter, if Firm does not re-submit their application indicating rectification of deficiencies with supporting documents within Thirty days, then application of such Firm will be treated as rejected and disposed off. Actual expense for second inspection will be borne by the Firm.
2.3.3 The prospective Vendor may then submit a fresh application along with fresh Registration Fees after rectifying / complying with all the deficiencies. Such application shall be treated as fresh application for all purposes.
2.3.4 The entire Vendor Registration process shall be completed within 45 calendar days of receipt of the application for domestic firms in all respects, while in case of foreign firm; it should be completed within 90 calendar Days.
2.3.5 In case of shifting of factory premises of the Registered Vendor, such Vendor has to pay Registration Charges of Rs. 1500/- towards Registration Fees and factory inspection shall be carried out as per norms.
2.3.6 In case of change in the name or ownership or control of the Firm of the Registered Vendor, having valid vendor registration, such Firm shall inform in writing along with supporting documents within 90 days of such change. The Firm shall have to confirm that there is neither change in the infrastructure facilities nor in the products / items and that change is only in the name / ownership / control of the Firm. In such a case, the Firm shall have to submit application and relevant documents towards the proof that such change is lawful / legitimate along with the documents as per Annexure III (attached herewith), to the Company, who had granted Vendor Registration for registering change of name / ownership / control of the existing registered vendor.
If, firm fails to inform such changes to respective Company within 90 days, in such case, the firm will not be considered as registered vendor.
In case of Amalgamation of companies, order from the Court is to be followed. While, in case of Merger & Acquisition, legal procedures to be followed as per Company’s Act.
2.3.7 In case of Vendor Registration for Regular items, the new Vendor, who has submitted their application for Vendor Registration with all required fees and all the requisite documents prior to the date of publication of Tender in the Newspaper shall be allowed to participate in the Tender, subject to the condition that they should submit Vendor Registration Certificate before opening of Price Bid.
In case of Vendor Registration for new products, which are to be procured first time, the new Vendor who has submitted their application for Vendor Registration with all required fees and all the requisite documents within 21 Calendar days from the date of publication of Tender in the Newspaper shall be allowed to participate in the Tender, subject to the condition that they should submit Vendor Registration Certificate before opening of Price Bid. However, to encourage new vendors for new products, wide publicity through newspapers / web-site, indicating details of items to be procured should be given at least 45 days prior to invitation of tender to enable the New Vendors to register them as vendor.
If, Company invites short notice tender for urgent requirement of the materials, above time limit for applying for vendor registration may suitably be modified by respective Company.
If the firm fails to submit the Vendor Registration Certificate before opening of Price Bid, their Technical Bid shall be rejected and Price Bid shall not be opened. However, the process of tender shall not be delayed by the Company merely because of vendor application of a bidder is in process. The participating bidder must enclose copy of Receipt of the Fees paid towards Vendor Registration along with the Tender Fees / EMD payment receipt.
2.3.8 There shall be no relaxation in above clause No. 2.3.7, as the Companies also require reasonable time to evaluate the Vendor’s credentials and complete the process of registration.
2.3.9 At the time of re-registration, the Vendor’s works / factory shall be re-inspected departmentally, incase factory situated within the Country, while for other factory it shall be either departmentally or through third party inspection, if deem fit.
2.3.10 In order to streamline Vendor Registration process and to avoid overburdening on any particular DISCOM with Vendor Registration work, all new Vendor Registrations and re-registrations of existing Vendors on completion of 5 years in respect of Vendors, whose factories are in Gujarat shall be done by the concerned DISCOM within whose licensee areas such factories are located for the items used by DISCOMs.
2.3.11 In case of the Vendors whose factories are located in Torrent Power Ltd license area of Ahmedabad – Gandhinagar, it will be the responsibility of UGVCL and those in Surat, it will be the responsibility of DGVCL.
2.3.12 In case of the factories located outside Gujarat, the responsibility for Registration and re-registration of Vendors shall be as under:
2.3.12.1 Northern Region ------UGVCL,
2.3.12.2 Western Region ------PGVCL,
2.3.12.3 Southern Region ------DGVCL,
2.3.12.4 Eastern and North-Eastern Region ---- MGVCL.
2.3.13 For overseas Vendors having their works / factories located outside India, responsibility shall be taken by the concerned DISCOM to whom Application for Vendor Registration is made by the prospective Vendor to undertake the required procedure.
2.3.14 For the items specifically used by GETCO and GSECL, all new Vendor registrations and re-registrations of existing Vendors on completion of 5 years shall be processed by respective Company.
2.3.15 The new Vendor for the items, commonly used by DISCOMs and by GETCO / GSECL the application will be entertained by either GETCO or GSECL or by the DISCOM as per above jurisdiction criteria.
2.3.16 The Re-registration of existing Vendors on completion of 5 years shall be done by GETCO or GSECL in respect of their registered Vendors, whereas in respect of the Vendors registered by any DISCOM, the Re-registration will be done by DISCOMs as per above jurisdiction criteria stated in Clause No. 2.3.12.
2.3.17 For the material specifically used in GETCO, GSECL and not utilized by DISCOMs, the Vendor Registration of those items shall not be made by DISCOMs and vice-versa.
2.3.18 No Tender document is to be entertained for the firm / from any Company, who is not registered as Supplier / Vendor with GUVNL or any of its subsidiary Companies for tender item. However, the Tender submitted by a firm may be considered for evaluation, if it fulfills the requirement as per clause No. 2.3.7.
2.3.19 The Factory Inspection is mandatory in respect of new Vendors. No inspection waiver will be considered. If required, factory inspection of existing Vendors may be conducted every two years departmentally incase factory situated within the Country, while for other factory it shall be either departmentally or through third party.
2.3.20 The subsidiary Companies of GUVNL have to inspect factory of applicant within 30 calendar days from the date of application in case of First Registration within which inspection has to be carried out departmentally for works in India (Note: Inspection will be arranged only if the documents are otherwise found complete in all respect).
2.3.21 During factory inspection, it is mandatory to have Photography with Date, of the applicant Company’s premises, infrastructure facilities for testing equipment and machineries. The Vendors will have to submit their consent for Photography.
2.3.22 All the forms of Vendor Registration must be identified by Unique Number and to use same format by all the subsidiary Companies to maintain uniformity and to avoid any kind of confusion. All subsidiary Companies shall maintain computerized record of Registered Vendor and update regularly and share with other Companies.
2.3.23 The new Vendor Registration shall be given to the item/(s), for which the vendor has submitted type test report along with application. The Vendor Registration shall be given in the name of item only. The relevant IS of the material shall be mentioned in the bracket for that item.
2.3.24 Mere Vendor registration shall not itself vest any right on a firm to receive orders from GUVNL’s any subsidiary company or to claim any damages or compensation for non-placement of the order against any tender.
2.3.25 For certain value high technological application, for which, reliable operation of the equipment installed is a prime requirement and for that time tested product is necessary, as failure of any of the equipment leads to major power disruption to a larger group of the people and industries. The manufacturing of such equipment’s requires high precision equipment and tooling with skilled manpower. It is historically established that technology and manufacturing ability of any company is validated after certain years of field operation, in spite of equipment being type tested. As the risks are high, some critical equipment for which Pre-Qualification Requirement is necessary to consider in the tender. However, Item-wise pre-qualification requirement should be incorporated in the tender documents after getting approval from the Board / Purchase Committee of respective Company. The reason for granting such PQR shall be appropriately recorded. Once approved, it should not be changed or modified without prior permission of the Board / Purchase Committee of respective company.
2.3.26 Company reserves its right to change/revise/alter/delete the vendor registration criteria at any time at its sole discretion.